Administrative Assistant

Vaco
$25.00 - $27.00 / hr
United States, Tennessee, Memphis
Jan 22, 2025
We're seeking an Administrative Assistant to provide high-level support to an executive team and contribute to the success of an organization by ensuring seamless communication, coordination, and operations. ? What You'll Be Doing: Executive Support: Assist the President and direct reports by managing complex calendars, scheduling in-person and virtual meetings across time zones, and drafting/distributing communications to various departments. Travel Coordination: Arrange flights, hotels, and dining reservations, ensuring smooth logistics for business trips. Event Planning: Organize and manage events such as annual sales incentive trips, leadership meetings, training sessions, and employee appreciation activities, including weeklong events and team gatherings. Marketing Fulfillment: Oversee promotional material distribution, sponsorship invoice processing, and ordering branded items like shirts, banners, and tchotchkes. Administrative Operations: Facilitate meeting logistics by curating agendas, preparing presentations, and managing expense reports and invoices. Reporting & Metrics: Track commissions, sales targets, and customer service metrics while assisting with conference coordination and office logistics. HR & Recruitment: Assist with onboarding, pay updates, terminations, IT system access, and recruitment activities, such as job postings and interview scheduling. Special Projects: Coordinate unique activities like fishing trips and trainee programs, handling itineraries and logistics. Website Maintenance: Update pricing documents and distribution lists, ensuring all digital content is current. ? What You Bring: Proven experience managing complex schedules and multitasking in a fast-paced environment. Strong organizational and communication skills to coordinate cross-departmental activities effectively. Proficiency in platforms like Zoom and experience with event planning and travel arrangements. Ability to manage expense reports, invoices, and tracking of key business metrics. Prior experience in marketing fulfillment, recruitment support, and general office coordination is highly valued. ? Compensation: $50,000-$60,000/year ? Location: On-site This role is ideal for someone who enjoys being at the center of operations, ensuring that everything runs smoothly for executives and their teams. Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. EEO Notice Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com . Vaco also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco LLC and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco's HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Pay Transparency Notice Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to: the individual's skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.